Talk:Staff Exit Procedure - Revision history

Rfs at 22:16, 15 October 2011

2011-10-15T22:16:06Z

Laurel: removed general HR category

2011-07-17T00:25:42Z

removed general HR category

Laurel at 14:55, 1 September 2010

2010-09-01T14:55:30Z

Laurel: working on collective member exit procedure

2010-09-01T14:52:08Z

working on collective member exit procedure

New page

Collective Member Exit Procedure

Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must.

:Name of exiting collective member: ____________________
:Name of person completing checklist: _____________________

{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
|- style="background:black; color:white"
!| Collective member exit procedure
!| Date

|-
|| Get keys and update [[Keyholders]] page.* ||
|-
|| Recollect infrastructure equipment/other FG property they might have (laptop, credit card) ||
|-
|| Determine status: for example, ''resigned / laid off / fired''** ||
|-
|| Ask them if they want to continue their health care with COBRA. If they are interested, have them speak with Laurel. ||
|-
|| 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). ||
|-
|| 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. ||
|-
|| 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.
|-
|}

* 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.
** 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.)

== Ongoing ==
* 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 1: / Line 1: @@
-Collective Member Exit Procedure
+== On or prior to last day ==
-Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must.
+== Exit interview or later communication with the individual ==
+== First possible opportunity (or HR meeting, if not pressing) ==
-:Name of exiting collective member: ____________________
+* Notify Paychex
-:Name of person completing checklist: _____________________
+* 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)
-{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
+* Remove from restricted email lists and server groups
-|- style="background:black; color:white"
+** HR email list
-!| Collective member exit procedure
+** Staff email list
-!| Date
+** Paid Workers email list
+** Locks email list
-|-
+** other committee email lists as determined by those committees
-|| Get keys and update [[Keyholders]] page.* ||
+** RT: remove from FGStaff group, perhaps adding to FGCore group
-|-
+** fgstaff group on application server
-|| Recollect infrastructure equipment/other FG property they might have (laptop, credit card) ||
+** beancounters group on application server (probably)
-|-
+** remove access to Securewiki
-|| Determine status: for example, ''resigned / laid off / fired''**  ||
+* 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.
-|| Ask them if they want to continue their health care with COBRA. If they are interested, have them speak with Laurel. ||
+* 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.
-|| 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 ||
+* 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".
-|| If applicable, figure out logistics of transition to new hire: can they do training? ||
+* In scheduling software, remove from:
-|-
+** future shifts,
-|| 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). ||
+** standard shifts (used to generate future schedules), and
-|-
+** any meetings.
-|| Notify Paychex ||
+* Remove access code from the alarm system:
-|-
+** Remove the alarm code itself from the access terminal.
-|| Review whether we need to change [[Keyholders|locks]]/passwords ||
+** 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.

← Older revision		Revision as of 00:25, 17 July 2011
Line 72:		Line 72:

	[[Category:Procedures]]		[[Category:Procedures]]
−	[[Category:HR]]	+	[[Category:Exit Procedure]]

@@ Line 63: / Line 63: @@
 |}
-* 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.
+ * 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.
-** 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.)
+ ** 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,
 == Ongoing ==