Difference between revisions of "Staff Exit Procedure"

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'''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.
  
−
*'''On last day'''
 
−
** Get keys
 
−
** Recollect infrastructure equipment/other FG property they might have (laptop, credit card)
 
−
** Determine status: for example, ''quit/laid off/fired''<br/> document decision and supporting evidence in their [[personnel file]].  If applicable, request a letter of resignation including last day of work, last day on payroll, reason for leaving
 
−
** For collective members with health care insurance, have them fill out and sign the health insurance "State Continuation Letter" (located in [http://web.freegeek.org/deadtrees deadtrees].  This form gives them the option of continuing (and paying for) their health insurance for another 6 months.  It's also required by the state.  If the employee decides to pay for health insurance themselves, follow [[Health Insurance Continuation | these]] instructions.
 
  
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*'''Exit interview or Later communication with the individual'''
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== Checklist ==
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** Get them their last paycheck & discuss vacation reimbursement.  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?
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:Name of exiting staff member: ____________________
 +
:Name of person completing checklist: _____________________
 +
:Date checklist started: _____________________
  
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*'''First possible opportunity (or HR meeting, if not pressing)'''
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{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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** Notify Paychex
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|- style="background:black; color:white"
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** Review whether we need to change [[locks]]/passwords
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!| Staff exit procedure
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** Remove from restricted email lists and server groups
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!| Date
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** Announce it to the community
 
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** Remove from contact list in fgstaff and staff page on website
 
  
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*'''Ongoing'''
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|-
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** Calls about former employees should go to members of the HR committee.
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|| '''As far in advance as possible:'''  
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** Information about unemployment should go to HR as well.
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* 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.
 +
|-
 +
|| '''Two weeks before scheduled last day (or ASAP):''' Announce it to the community:
 +
* Regulars e-mail list (this should include paidworkers by default)
 +
* Directors e-mail list
 +
|-
 +
|| '''Security:'''
 +
* Get keys and update [[Keyholders]] page.
 +
* 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.)
 +
** ID card (with or without trimet sticker)
 +
** Zone G parking permit
 +
** 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. (Richard)
 +
** Edit encrypted file of alarm access codes. (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
 +
* remove from computer groups on application server
 +
** fgstaff group
 +
** beancounters (probably)
 +
** outreach (probably)
 +
** h*grants (probably)
 +
|-
 +
|| '''Social Media Accounts:''' Remove access to (when applicable):
 +
* Facebook
 +
* Twitter
 +
* LinkedIn
 +
|-
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|| '''RT:'''
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* Determine and note their status: for example, ''resigned / laid off / fired''*
 +
* Update the RT Personnel Files.
 +
* RT: remove from FGStaff group, perhaps adding to FGCore group
 +
|-
 +
|| '''In the database:'''
 +
* 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.
 +
|-
 +
|| '''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.
 +
* Arrange for forwarding of email to other staff.
 +
|-
 +
|| '''Pay:'''
 +
* Notify Paychex (verify correct address is on the record for tax forms)
 +
* 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
 +
|-
 +
|| '''E-mail:'''
 +
* 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
 +
* Ask if they want to remain on any lists at all.
 +
* Ask if they want to continue using their @freegeek.org email address.
 +
* Does s/he moderate any email lists?  If so, then pass them off to another.
 +
|-
 +
|| '''On the wiki:'''
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* Remove from the [[SFreekiWiki:Contact Info|contact list]] and [http://www.freegeek.org/about/staff/ staff page] on website.
 +
* 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.
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* Remove from [[Staff meeting facilitation schedule]] and other facilitators/scribe schedules as needed.
 +
|-
 +
|| '''In scheduling software:'''
 +
* remove from future shifts, standard shifts (used to generate future schedules), and any meetings.
 +
|-
 +
|| '''Get feedback for the organization:'''
 +
* Was their job description adequate and accurate?
 +
* What would they change about the job?
 +
* Were they well supported by peers and management?
 +
* Where did they grow the most in the job?
 +
* What was most challenging about the job?
 +
* What advice would they give to their replacement?
 +
|-
 +
|}
  
 
[[Category:Procedures]]
 
[[Category:Procedures]]
 
[[Category:HR]]
 
[[Category:HR]]

Latest revision as of 11:42, 7 February 2013

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.


Checklist

Name of exiting staff member: ____________________
Name of person completing checklist: _____________________
Date checklist started: _____________________
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 HR.
  • Ask about rolling retirement money out of our 403(b) VALIC plan.
Two weeks before scheduled last day (or ASAP): Announce it to the community:
  • Regulars e-mail list (this should include paidworkers by default)
  • Directors e-mail list
Security:
  • Get keys and update Keyholders page.
  • Review whether we need to change locks/passwords (Richard)
  • Recollect infrastructure equipment/other FG property they might have (extra laptop or other special hardware, credit card, etc.)
    • ID card (with or without trimet sticker)
    • Zone G parking permit
    • 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. (Richard)
    • Edit encrypted file of alarm access codes. (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
  • remove from computer groups on application server
    • fgstaff group
    • beancounters (probably)
    • outreach (probably)
    • h*grants (probably)
Social Media Accounts: Remove access to (when applicable):
  • Facebook
  • Twitter
  • LinkedIn
RT:
  • Determine and note their status: for example, resigned / laid off / fired*
  • Update the RT Personnel Files.
  • RT: remove from FGStaff group, perhaps adding to FGCore group
In the database:
  • 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.
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.
  • Arrange for forwarding of email to other staff.
Pay:
  • Notify Paychex (verify correct address is on the record for tax forms)
  • 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
E-mail:
  • 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
  • Ask if they want to remain on any lists at all.
  • Ask if they want to continue using their @freegeek.org email address.
  • Does s/he moderate any email lists? If so, then pass them off to another.
On the wiki:
In scheduling software:
  • remove from future shifts, standard shifts (used to generate future schedules), and any meetings.
Get feedback for the organization:
  • Was their job description adequate and accurate?
  • What would they change about the job?
  • Were they well supported by peers and management?
  • Where did they grow the most in the job?
  • What was most challenging about the job?
  • What advice would they give to their replacement?
Retrieved from "http://wiki.freegeek.org/index.php?title=Staff_Exit_Procedure&oldid=66146"