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 or prior to last day ==
 
−
* 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''
 
−
** Document decision and supporting evidence in their personnel file.
 
−
** 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.)
 
−
* <s>For collective members with health care insurance, have them fill out and sign the health insurance [http://wiki.freegeek.org/images/7/7f/Statecontinuationletter.odt State Continuation Letter].  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.</s> '''This needs to be replaced with text relevant to COBRA.'''
 
  
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== Exit interview or later communication with the individual ==
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== Checklist ==
−
* 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?
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:Name of exiting staff member: ____________________
−
* 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).
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:Name of person completing checklist: _____________________
 +
:Date checklist started: _____________________
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 +
{| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
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|- style="background:black; color:white"
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!| Staff exit procedure
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!| Date
  
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== First possible opportunity (or HR meeting, if not pressing) ==
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|-
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* Notify Paychex
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|| '''As far in advance as possible:'''
−
* Review whether we need to change [[Keyholders|locks]]/passwords
+
* Ask them if they want to continue their health care with COBRA. If they are interested, have them speak with HR.
−
* Edit their database record, removing sign-in rights and cashier rights (unless they're okayed to continue volunteering in those roles)
+
* 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
 +
|-
 +
|| '''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
 
* Remove from restricted email lists and server groups
 
** HR email list
 
** HR email list
 
** Staff email list
 
** Staff email list
 +
** Paid Workers email list
 +
** Locks email list
 
** other committee email lists as determined by those committees
 
** other committee email lists as determined by those committees
−
** RT: remove from FGStaff group, perhaps adding to FGCore group
+
* Ask if they want to remain on any lists at all.
−
** fgstaff group on application server
+
* Ask if they want to continue using their @freegeek.org email address.
−
** beancounters group on application server (probably)
+
* 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.
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|| '''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.  
−
== Ongoing ==
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* Remove from the relevant page on the wiki: [[Staff Collective Members]], [[Non-profit Apprentices]], [[Regular Workers]], [[Staff]]
−
* Calls about former employees should go to members of the HR committee.
+
* Remove from the [[Determining Seniority Policy| seniority list]] on the wiki.
−
* Information about unemployment should go to HR as well.
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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"